Reference · PDF
Trip purpose checklist (auditable)
PDF reference with 30 business-purpose categories accepted by IRS, CRA, and HMRC.
The "business purpose" column is the most audited field in any mileage log. "Meeting" is vague; "Sales meeting with Client X — Q1 close" is defensible. This checklist lists 30 categories that historically pass audit — divided into 6 groups (sales, service, support, training, logistics, administrative). Use it as reference when filling the daily log or reimbursement form, and as a guide to build your own internal taxonomy.
When to use this template
Use when defining your team's purpose taxonomy, creating a dropdown in your expense system, or training employees who will fill logs for the first time. Also useful in pre-audit: scan the month's logs against this list to flag high-risk entries before submission.
How to use in 5 steps
- 1. Read all 30 categories — Each comes with 1-2 examples. Familiarize before applying.
- 2. Adapt to your industry — Specific industries (healthcare, construction, retail) have their own purposes. Add 3-5 custom ones.
- 3. Create a dropdown in your system — Replace free-text field with a pre-approved list. Reduces errors and speeds review.
- 4. Train the fillers — Distribute the PDF and run a 30-minute training. Pays for itself in a month.
- 5. Review before submission — In pre-audit, flag vague-purpose entries for amendment.
Common pitfalls
- Accepting vague purpose — "Work", "Meeting", "Client" are vague. Always require name + objective + expected outcome.
- Ignoring commute — Home-to-work commute is neither deductible nor reimbursable. The category must be explicitly excluded.
- Not distinguishing prospect vs. client — A prospect visit (no contract) is treated differently in some jurisdictions. Mark the distinction.
- Mixing visit with personal meal — A trip from client to a personal lunch is not reimbursable. Keep that category separate.
Frequently asked questions
- Can I use all 30?
- Yes, but most companies use 8-12. Start with your industry's and expand as needed.
- Will it pass tax audit?
- The categories are neutral and descriptive — they pass audit as long as they match trip reality.
- Does it work for employees and contractors?
- Yes. Purpose categories are employment-status agnostic.
- Is there a personal-use version?
- No — this is strictly for business purpose. Personal use has no reimbursement or deduction.
- How do I export to my system?
- Copy the categories and paste as a dropdown in your ERP or expense system.
The online calculator already ships with a standard business-purpose dropdown — saving 80% of capture time and reducing vague entries by 90%.